Effective communication is crucial for worker safety and plain language is key to achieving it. Complex, jargon-heavy documents can lead to misunderstandings, mistakes, and unsafe practices, especially when workers have varying language skills or technical knowledge. Writing safety documents in plain language is crucial to ensure workers can clearly understand and apply safety protocols.
Why Plain Language Matters for Safety
Plain language means writing clearly and concisely so that everyone can easily understand the content. When safety policies, procedures, and standards are written in plain language, workers are more likely to engage with and apply the information. The Canadian Centre for Occupational Health and Safety (CCOHS) highlights that clear and accessible safety information is vital for effective hazard communication. Studies show that plain language in workplace documentation leads to safer behaviour and fewer incidents.
Benefits of Plain Language in Safety Documentation
1) Reduces Errors and Misunderstandings
Plain language minimizes ambiguity, ensuring workers clearly understand safety requirements. For example, simply replacing terms like “commence evacuation” with “evacuate immediately” helps reduce the chance of misinterpretation.
| Before (Technical Language) | After (Plain Language) |
| 1. Workers must ensure all fall arrest systems are fully engaged and functional before any task requiring ascent beyond three meters. | Check that your safety harness is secured and working before climbing higher than 3 m. |
| An employer and a supervisor must ensure that a worker is protected from falling if a worker may fall, (a) at a temporary or permanent work area, a vertical distance of 3 metres or more, (b) at a temporary or permanent work area, a vertical distance of less than 3 metres if there is an unusual possibility of injury, (c) at a temporary or permanent work area, into or onto a hazardous substance or object, or through an opening in a work surface, or (d) at a permanent work area, a vertical distance of more than 1.2 metres and less than 3 metres. | Employers and supervisors must protect workers from falls in these situations: 1. Falls of 3 meters or more 2. Falls under 3 meters if there’s a high risk of injury 3. Falls into hazardous materials, objects, or floor openings 4. Falls between 1.2 and 3 meters at permanent work areas |
3) Enhances Accessibility for Diverse Workforces
Plain language makes safety documentation more accessible to diverse workforces, such as those with various educational backgrounds and language abilities. Using visuals, bulleted lists, and plain language ensures everyone can understand the requirements, reducing the risk of incidents.
4) Increases Confidence in Safety Practices
Plain language documentation builds worker confidence in conducting safety practices. When workers don’t have to rely on others to understand safety documents, they feel more confident in their tasks and decisions. Clear guidance is especially critical in high-stress situations. When employees can rely on well-written documents, they’re less likely to hesitate or make errors under pressure.
Here are some tips for writing in plain language
- Use Common Words and Short Sentences: Only use jargon where necessary. Short sentences are easier to read, especially in emergency situations.
- Be Direct and Specific: Use precise language. For example, “Use protective gear” is better replaced by “Wear gloves, goggles, and a face mask”.
- Format for Readability: Use headings, lists, and white space to separate large blocks of text. This improves readability.
- Test for Clarity: Have employees review the document and provide feedback, before finalizing it.
Conclusion: Clear Communication for a Safer Workplace
Using plain language in safety documentation is vital for workplace safety. Clear, accessible language helps employees understand their responsibilities and make safe choices, ultimately reducing incidents. Research consistently supports the importance of plain language in safety documentation. The CCOHS states that writing safety procedures clearly helps ensure the information is understood, and directions are followed effectively. The American Public Health Association (APHA) emphasizes that writing at the literacy level of your workers is fundamental for worker safety. A study published in the Journal of Emergency Nursing found that plain language in emergency alerts improves response times and outcomes. By prioritizing plain language in safety documentation, companies create a foundation for effective communication, empowering workers to act safely and confidently in any situation.